The simple task of filing paper involves mechanics. One of them involves the use of filing cabinets.
Once you start filing, labeling your files is crucial. A filing cabinet can store tons of information and it would be too much trouble to rummage through all that paper just to get a single page of information.
An effective way of labeling your files is by using color-coded folders.
Set Up Your File System
Pulling at every drawer of your cabinet and rifling through each folder to find the information you need is a tedious task.
Create a file system similar to catalogues used in libraries.
Label each cabinet and each folder. On the index cards, write the labels and what type of information they contain.
If your job calls for a lot of traveling, a cellular phone is a must. A voice mail subscription is necessary to make sure you can still get your messages when you are unable to answer all calls.
So you can continue working on the road, bring your laptop computer along with you.
A lot of establishments, including hotels, rent out Internet services using wireless routers. If you have your laptop with you, you can go ahead and continue communicating using the Internet without the need for cables.
An overall assessment on how the current filing and organizing system has worked is crucial. Use the assessment to decide whether the system needs to be maintained or modified
It is also of utmost important that an annual Clean-Out Day must be set. Not only is it always refreshing to start the year clean and neat, it is important that other people understand the importance of organization.
When cleaning out files, you must have retention guidelines. You must decide among yourselves which of the files are no longer needed by the company and therefore must go. To do it more effectively, you can have the person who originally received the file decide if it should be retained or not.
Organizing in Special Situations
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